Job Description:
Global Executive Assistant
The ideal candidates have an interest in leadership effectiveness and business-related topics. They have experience managing complexity and ambiguity on a global scale, and know how to provide excellent customer service. They will have outstanding communication and negotiation skills and enjoy overcoming challenges in a team/collaborative environment.
What are we looking for?
- Associate's degree in related fields or relevant experience supporting senior leaders. Bachelor's degree preferred.
- Excellent organization and analytical skills, comfortable managing conflict and leading projects and initiatives.
- Effectively switch between tasks and adapt to changing priorities, while efficiently and effectively delivering results.
- Working knowledge of Word, Excel, PowerPoint, Outlook, MS Teams.
- Ability and interest in learning new tools and systems and managing frequent changes and upgrades.
- Experience with global time zone planning.
- Integrity in handling confidential information sensitively.
- Comfortable providing feedback, directing, and engaging senior leaders, globally.
- Sensitive about cultures, and different ways of being and thinking.
- Curious about business, in general, and how decisions are made in global organizations.
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What will be your key responsibilities?
- Heavy calendar management with independent decision planning based on priorities, which require forward-thinking & strategizing.
- Collaborating with executive team members to determine and prioritize business strategies
- Providing department leaders with recommendations and consultation to improve teamwork
- Providing support and oversight for special projects and initiatives
- Preparation of decks, making sense of data, and storytelling.
- Working with leaders to deliver, monitor and communicate progress toward goals
- Responding to inquiries on behalf of the Executive
- Plan and coordinate internal meeting logistics, video & audio (Microsoft Teams) conferences, meeting rooms, catering, and guest arrival arrangements.
- External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.
- Arrange domestic and international travel - arrange flights, hotels & transfers.
- Provide expense report support to Mars senior leaders.
- Process & update purchase order requests for multiple groups in the unit/segment
- Interfacing with leadership, internal staff, clients, key stakeholders, high-profile individuals and important personal contacts
- Complete paperwork, business invitation letters, and applications to obtain Visas for LT and Sr. Leaders. Point of Contact for Visa applications for LT and senior leaders.
- Support the Executive Assistant Team with event management & work overflow, which requires strong collaboration and ownership.
- Other duties as required based on capacity assessment.
What can you expect from Mars?
- Work with over 130,000 diverse and talented Associates, all guided by the Five Principles.
- Join a purpose driven company, where we're striving to build the world we want tomorrow, today.
- Best-in-class learning and development support from day one, including access to our in-house Mars University.
- An industry competitive salary and benefits package, including company bonus.
#LI-Hybrid
Mars is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.